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Vibrant Ingredients · 1 month ago

Paralegal/Executive Assistant

Lake Mary, FL

Full-time

Onsite

Mid Level

3+ years exp

Vibrant Ingredients is a leading provider of natural, clean label ingredients and systems for the food and beverage industry. They are seeking a highly organized, proactive Paralegal/Executive Assistant to support their Executive Leadership Team while ensuring smooth operations across the corporate office.

AgricultureConsumer GoodsFitnessFood and BeverageHealth CareManufacturing

Responsibilities

Provide high-level administrative and paralegal support to multiple Executive Leaders

Manage complex calendars, internal and external meetings, travel arrangements, and executive preparedness

Coordinate communications, develop agendas, prepare leadership meeting materials, and track action items

Support vendor management, including due diligence, onboarding, and renewals

Handle initial contract intake and conduct first-level contract review for consistency and routing

Create, manage, and improve administrative processes, reporting systems, and organizational workflows

Maintain office filing systems; ensure efficient access for internal teams

Oversee beverage dispenser maintenance and snack replenishment

Organize monthly recognition events, celebrations, and related activities

Assist Human Resources with departmental communication to internal stakeholders

Prepare executive correspondence, PowerPoint presentations, Excel reports, and supporting documents

Coordinate conference room set-up, catering orders, and meeting logistics

Process expense reports and support inquiries related to Accounts Payable, Purchasing, and Travel & Expense policies

Perform occasional local travel to support offsite meetings

Execute other duties and special projects as needed

Qualification

Transactional paralegal experienceMicrosoft Office SuiteOrganizational skillsWritten communicationVerbal communicationDiscretionIndependent judgmentResourcefulness